JOB TITLE: Executive Assistant to the President
DEPARTMENT: President's Office FLSA: Exempt
LOCATION: Union Campus LEVEL: 204
REPORTS TO: College President DATE: 09/30/2009
POSITION SUMMARY:
Provide complex, confidential administrative assistance to the President and the Board of Trustees. Position involves a broad range of responsibilities.
ESSENTIAL TASKS:
n Independently manage and coordinate the President's Office making necessary decisions and providing administrative and operational support.
n Represent the President's Office to faculty and staff, students and the community in a professional manner.
n Serve as Recording Secretary to the Board, coordinating all arrangements for meetings including preparation of agenda and Board packets and assure that notices of Board meetings are posted in accordance with Missouri Open Meetings Law.
n Record, prepare and distribute minutes of all regular and special meetings of the Board and maintain the official file of Board meeting minutes.
n Serve as Board-designated election official, managing all aspects of Trustee elections Update and maintain the master copy of Board Policies and Procedures.
n Serve as notary for the College.
n Update and maintain College staffing plan and organizational charts.
n Prepare and monitor budget for President's Office and Board of Trustees.
n Act as recording secretary for vice presidents' meetings and other meetings as requested by the President, prepare agendas and minutes.
n Coordinate all travel arrangements for the President and Board of Trustees.
n Manage the President's appointments and calendar.
n Screen and direct visitors, telephone callers, and correspondence to the appropriate offices and personnel.
n Plan special events and complete various special assignments as requested.
n Serve as a resource person for other campus administrators, faculty and staff.
n Ensure that the President's Office records and files are properly maintained.
n Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.
ADDITIONAL DUTIES:
n Coordinate Senior Health Fair, Employee Service Awards Recognition, and Employee Christmas party.
n Serve on search committees and other committees, such as AQIP.
KNOWLEDGE, SKILLS, and ABILITIES:
n Knowledge of Open Meetings law, election laws and Missouri Ethics Commission requirements; Revised Statutes of Missouri; Board policies and procedures.
n Knowledge of department and college policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations.
n Effective organizational and communication skills.
n Proficiency in computer-based word processing, spreadsheets, database, email and organizational software.
n Excellent writing, grammar and punctuation skills; event and meeting planning skills; outstanding customer service skills; decision-making skills.
n Ability to use standard office equipment such as fax machines, calculator and copy machines.
n Ability to multi-task; ability to independently prioritize work to be accomplished.
n Ability to take and produce minutes.
n Availability to work or meet in the evenings and/or on weekends.
LEADERSHIP and COMMUNICATION SKILLS:
n Follow complex technical instructions, solve technical problems, or disseminate information regarding policies and procedures; may compose unique reports or analysis; and/or provide extensive customer service to internal or external customers.
n Communicate information to guide or assist people; may give instructions or assignments to helpers or assistants.
DECISION-MAKING and ANALYTICAL SKILLS:
n May be responsible for actions of others, requiring almost constant decisions affecting co-workers, crime victims, patients, customers, clients, or others in the general public.
n Perform professional-level work requiring a wide range of administrative, technical, scientific, engineering, accounting, legal, or managerial methods applied to complex problems.
EQUIPMENT/SOFTWARE:
n Use office machines such as telephones, copiers or calculators.
n Use computers for word processing, spreadsheets, PowerPoint presentations, or custom applications.
WORKING CONDITIONS - the following physical conditions and hazards may be encountered in this position:
n Indoor environment
PHYSICAL REQUIREMENTS:
n While performing the duties of this job, the employee is regularly required to sit; reach with hands and arms and talk or hear.
n The employee is occasionally required to stand and walk; use hands to finger, handle, or feel.
n The employee must occasionally lift and/or move up to 10 pounds.
n This position has no special vision requirements.
POSITIONS SUPERVISED:
n None
EDUCATION, EXPERIENCE, and LICENSES/CERTIFICATIONS: (A comparable amount of training, education or experience may be substituted for the minimum qualifications.)
n Completion of associate's degree
n Five years related experience
Signatures
I have read and reviewed the above job description with my immediate supervisor.
Employee Signature/Date Supervisor Signature/Date